Document Cabinets

The first logical step in building a document hierarchical structure is to define the Cabinets. Recall that cabinets appear in the drop-down menu in the Navigation Menu frame of the Documents application.

Create a Cabinet

1. From the Preferences drop-down field select Library Administrator.
2. From the Navigation menu, select Manage Cabinets. A list of existing Cabinets will appear in the Content frame.
3. In the Content frame click the Add button to open the Add Cabinet form.
4. In the Cabinet Name field type in the Cabinet name. This is the name that will be displayed in the Documents Navigation menu. Type in an optional Cabinet Description.
5. You can either assign a Drawer to the Cabinet at this step or assign one during the process of creating a Drawer. To assign a Drawer, select the name(s) of the Drawer(s) from the Cabinet Non-Drawers list, and then click the button.
6. Click the Next button to open the Add Cabinet Membership form.
7. Cabinet membership defines which users have access to files stored within the cabinet. If users are not cabinet members they will not see the files stored within the cabinet. To grant members' access to the Cabinet, from the Non Members column either double-click on the member name, or select the member(s), and then click the button. Use the CTRL key to select multiple members at the same time. Selecting a company from the Company drop-down field displays the names of all members for that company in the Non Members column. Similarly, selecting a Workgroup from the Workgroup drop-down field displays all members of that Workgroup in the Non Members column.
8. Click the Add button.

View / Edit Cabinet Properties

At any time you can view or modify the Cabinet name, Cabinet Description, or change user access to the cabinet.

Example:  Sally realizes she has forgotten to add a Cabinet Description so she edits the Accounting Cabinet Properties. Sally is a Library Administrator.

1. From the Preferences drop-down field, select Library Administrator.
   
2. From the Navigation menu, select Manage Cabinets.
   
3. In the Content frame, click the name of the Cabinet. This opens the Edit Cabinet form.
   
4. Make the required modifications, and then click the Update button.

Delete a Cabinet

You can only delete a Cabinet if it does not contain documents. Ensure that you move or delete any documents prior to deleting a Cabinet.

1. From the Preferences drop-down field, select Library Administrator.
   
2. From the Navigation menu, select Manage Cabinets.
   
3. In the Content frame, click the name of the Cabinet. This opens the Edit Cabinet form.
   
4. Click the Delete button. Synergy verifies the cabinet is empty. If this is not the case the following message will appear. For additional information on moving drawers see the section Move or Copy a Folder Structure.